Inspections & Maintenance Recordkeeping

Records allow you to both verify and prove compliance with laws and regulations. If you face an audit, litigation, or another test of your compliance practices, your records may seal your fate, failing to have good records – or failing to provide them upon request – could make you susceptible to violations and stiff penalties from the DOT, State Patrol, or other enforcement agencies, not to mention costly settlements in court.

The DOT alone could charge you up to $13,000 in fines for each missing document.

Vital Business Assets

A properly managed vehicle recordkeeping system is also a vital business asset. It provides an inventory f all equipment and its compliance and operational status. In addition, storing your records electronically makes them simple to access, update, and use, making them even more valuable.

Common Inspection & Maintenance Records

Records must be kept for twelve (12) months.

Even if your vehicles are properly credentialed to be on the road, your recordkeeping system is not complete. The Federal Motor Carrier Safety Administration (FMCSA) requires motor carriers to retain various documents to prove that their vehicles are properly maintained.

A vehicle maintenance fie must include:

• Vehicle make, vehicle number, serial number, yea and tire size
• Who furnished the vehicle
• A record of all inspections, repairs, and maintenance
• Preventive maintenance schedules
• Bus inspection records, if applicable

Retention Requirements

In addition, motor carriers must retain:

• Daily vehicle inspection reports for three (3) months
• Annual inspections forms for fourteen (14) months
• Roadside inspections forms for twelve (12) months
• Evidence of inspector qualifications
• Accident register information for three (3) years
• Records of engine changes until three (3) years after the vehicle leaves your control 

Record Management

With so many vehicle records and timelines to juggle – and numerous agencies to deal with – it’s no wonder so many companies get in trouble during audits. They naturally want to focus on keeping the wheels moving, not sift through paperwork. But inadequate record management can bring those moving wheel to a halt.

With the nationwide movement towards electronic recordkeeping, more and more auditors expect instance access to your vehicle records, and they expect those records to be organized, up-to-date, and complete.

Be sure you have a sound record management system, such as J J Kellers Encompass Fleet Management. It lets you meet today’s compliance needs, prepare for tomorrow’s challenges, and keeps the wheel moving.

Remember, NorthAmerican Transportation Association is your authorized reseller for all your transportation needs.